Executive Secretary Job Description

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Executive Secretary Job Description

Job descriptions
Administration and Office Support

Job summary 1

The Office is seeking a highly motivated and organized individual to join our administrative team as an Executive Secretary to perform advanced, diversified, and confidential administrative and secretarial duties. This position requires broad experience, skill, and knowledge of university policies and practices, and will partner with and provide high-level support for associate vice presidents, assistant vice presidents, and directors as assigned. Tasks will include calendar, committee, event, meeting, and travel support, as well as general administrative and project management functions.

Duties & Responsibilities 1

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Perform advanced, diversified, and confidential administrative and secretarial support for assigned associate/assistant vice presidents and directors. Tasks will vary based on needs and priorities and will include overall coordination and management of executive assistant activities including calendar, committee, event, meeting, travel support, and communications with stakeholders.
- As a member of the administrative team, provide high-level administrative services to support efficient daily operations of the office. This includes providing backup executive-level support while also performing general administrative tasks as needed, such as greeting guests, maintaining conference rooms, and assisting with other projects as assigned.
- Lead and/or assist with planning and execution of event logistics including on-site and virtual programs as needed.
- Other duties and projects as assigned.

Requirements & Skills 1

At least 5-7 years of broad and progressive leadership/executive level experience performing advanced, diversified, and confidential duties.
Proven ability to work professionally with the public and serve as a representative of the office with discretion.
Ability to work in a fast-paced and collaborative environment.
Ability to work flexibly and independently, set priorities, work simultaneously on numerous tasks, use good judgment and initiative, and meet/exceed deadlines.
- Possess strong communication skills.
- Has a proven record of displaying strong attention to detail, deep dedication to customer service, and a team approach to work.
- Possess exceptional office technology skills including Microsoft products, virtual platforms, and room A/V systems, and a willingness to learn and master new technologies as needed.

Job summary 2

The Executive Secretary works organically with all business units across the enterprise ensuring harmony, cohesion, and communication. Coordinates with internal and external stakeholders, providing prompt and customer-focused service. Processes invoice payments and expense reports.

Duties & Responsibilities 2

Requirements & Skills 2

Completion of High School, GED, and/or Vocational training
3+ years of experience or equivalent training
Experience to include progressively responsible administrative and coordination experience working in a director and/or an executive office environment

Job summary 3

Under limited supervision, Executive Secretary provides a variety of advanced secretarial and administrative support to a President or Vice President.

Duties & Responsibilities 3

Requirements & Skills 3

Job summary 4

The Executive Secretary performs highly responsible, complex secretarial and administrative duties and responsibilities in the position of secretary to ensure the smooth and efficient operation of the office.

Duties & Responsibilities 4

Requirements & Skills 4

High School Diploma or an approved equivalency diploma. Associate’s degree preferred.
Minimum of five (5) years of progressively responsible clerical and/or secretarial experience.
A comparable amount of training and experience may be substituted for the minimum qualifications.

Job summary 5

We are searching for an experienced, reliable, and task-oriented Executive Secretary. The Executive Secretary will perform diversified and confidential administrative and secretarial duties for the Office. To be successful in this role, you should be proactive, meet deadlines and communicate effectively. Our ideal candidate also has extensive previous experience as an Executive Secretary and is familiar with office management technologies. The ideal candidate is highly self-motivated, professional, and capable of managing their workload and prioritizing tasks in a fast-paced environment.

Duties & Responsibilities 5

Prioritization of emails
Manage and maintain the calendar
Answer calls and follow through with internal and external clients as appropriate
Organize and maintain confidential files in the department's electronic software system
- Schedule meetings with internal and external executives and clients
- Prepare documents for confidential meetings and briefings
- Clerical support

Requirements & Skills 5

Bachelor s Degree strongly preferred; Associate's Degree in Business or related field required.
Minimum of 5 years of Executive Secretary experience required.
- Prior experience in iManage / FileSite is strongly preferred.
- Demonstrates expertise in computer office software such as Microsoft Office (Access, Word, Vizio, PowerPoint, Excel).
- Must possess strong organizational and communication skills.

Job summary 6

The Executive Secretary position takes a lead role in managing a busy meeting schedule while providing executive support to the Director and Chief of Staff. The position requires the exercise of independent judgment on complicated and difficult administrative matters involving sensitive and confidential information; willingness to perform duties related to emergency activations; willingness to flex work schedule to meet departmental needs and perform related duties as required.

Duties & Responsibilities 6

Manages calls, meeting schedules, and complex and often-changing appointment calendars;
Screens and organizes email correspondence;
Acts as liaison between department staff and other city agencies/departments;
Performs a variety of administrative tasks while providing organization and confidential support to the Director;
Alleviates supervisor of routine administrative matters;
- Communicates and follows up on tasks assigned by managers and executive personnel;
- Communicates by phone with other city departments and officials on behalf of the Director which may require answering a variety of questions with considerable tact and judgment;
- Monitors and takes notes of press conferences and board meetings to assist management in understanding the topics of the moment.

Requirements & Skills 6

Two (2) years of verifiable executive secretarial experience providing personal and confidential administrative support for a manager by arranging appointments and assisting in the preparation of meetings, responding to public inquiries, reviewing incoming documents, composing confidential correspondence, conducting research and preparing statistical reports.
Four (4) years of verifiable secretarial experience encompassing editing and independently composing letters and other correspondence utilizing computer software/systems; researching, compiling, and organizing data for various reports; and maintaining office/records systems.
Ability to type 55 words per minute (WPM).

Job summary 7

We are looking for an Enterprise Architect.

Duties & Responsibilities 7

Prepare presentation slide decks, and talking points, maintain plan(s), maintain documentation and files, status reports, and assist in the scheduling of events
- Develop and execute a wide range of strategic, programmatic, and tactical support to establish and maintain organizational tools and operations that support organization-wide initiatives
- Monitor and measure staff requirements, operations, and productivity patterns to identify opportunities for process improvement to maximize efficiency
- Develop and implement procedures and plans for improvements and enhancements about office best business practices

Requirements & Skills 7

Job summary 8

An Executive Secretary performs duties as a personal secretary to the Manager including a wide range of clerical and office-related activities to support the administrative position.

Duties & Responsibilities 8

Answers telephone including screening and ascertaining the nature of calls, forwarding appropriate calls, taking messages and conveying information, and handling citizen complaints to facilitate effective and timely operations.
Reviews and proofreads outgoing correspondence, memos, and reports prepared by others to be signed by the supervisor to ensure correctness. Reads prioritizes and distributes incoming mail including personally composing answers to some inquiries to facilitate a timely response.
Applies considerable independent decision-making and judgment to identify sources of information, handling of telephone calls, discretion as to giving out information, interpretation of procedures and methods to follow to complete projects.
Maintains a calendar of events for the supervisor by making appointments, scheduling conferences, confirming meetings, preparing material for meetings, and reminding the supervisor of commitments.
Handles special projects independently including the use of judgment and decision-making such as researching, selecting appropriate data, and assembling and summarizing information to aid in preparing reports.
Performs a wide variety of office functions such as filing, handling petty cash, attending meetings and taking notes for minutes, making travel arrangements, processing payment invoices, and preparing payroll to facilitate smooth operations.
- Operates a wide variety of office machines such as typewriters, microcomputers, Dictaphone, copiers, and fax machines to ensure effective office functioning.
- May function as department/office representative or designated coordinator for a variety of activities such as service requests, training, and safety, or attending meetings/conferences, briefing supervisors, and communicating with a wide variety of officials, employees, and agencies to coordinate activities.
- May provide direction to a small clerical staff such as assigning work and coordination of activities to ensure the most effective utilization of resources.

Requirements & Skills 8

High school diploma or GED.
Four (4) years of secretarial experience creating/editing letters and reports, handling appointment schedules, and/or making travel arrangements.
- An associate's degree or higher in business or public administration plus two (2) years of the required experience will meet the education and experience requirements.
- For some positions, Spanish/English bilingual skills are a plus.
- Administrative support to all levels of Executive Management.

Job summary 9

An Executive Secretary assists management by performing confidential, clerical, and administrative duties, thereby relieving management of minor, often routine business detail otherwise important to the operation of the facility. May lead and direct the work of others. A wide degree of creativity and latitude is expected.

Duties & Responsibilities 9

Organizes office operations and procedures for the efficient flow of work within the administrative office as well as the integration of interdepartmental workflow and sequence.
May take and transcribe dictation, in addition to performing oftentimes advanced clerical and administrative duties. Establishes uniform correspondence procedures and style practices. Composes and types general correspondence based on knowledge of management views and/or verbal instructions for management approval.
Makes appointments, gives information and/or directs callers, and opens the mail, exercising judgment concerning priority. Reads outgoing correspondence for policy or viewpoint conflicts. Summarizes content of incoming materials.
May exercise lead work responsibility over clerical personnel.
May perform human resources type duties including disseminating corporate and facility policies and procedures in addition to clerical duties related to employee performance, status changes, benefits enrollment, and similar ancillary duties. May operate under the direction of the facility's Human Resources staff.
- Establishes and maintains effective working relations with a wide spectrum of employees, officials, and the public.
- Arranges travel schedules and reservations.
- Performs other duties as assigned.

Requirements & Skills 9

High school diploma or equivalent certification required.
Must be 21 years of age
- Minimum of five (5) years experience in a responsible administrative secretarial position or related field. Appropriate accreditation and/or certification in a related field may supplement the work experience requirements.
- Proficient with general PC application software products (Microsoft Office suite).
- Ability to exercise initiative, judgment, and knowledge in performing complex, confidential, and sometimes difficult duties.

Job summary 10

We are seeking an individual who is self-motivated and enthusiastic. The successful Executive Secretary is responsible for supporting high-level executives and management of entire departments. The individual provides administrative support and performs numerous duties, including scheduling, writing correspondence, emailing, handling visitors, routing callers, and answering questions and requests.

Duties & Responsibilities 10

Perform typing duties as required by Director
Assists the Registrar with Admissions Testing
Composes reports and correspondence containing decisions of the Director
Arranges participates in, and implements, as directed, conferences and committee meetings
- Coordinates and provides professional service for staff meetings, board meetings, and committee meetings
- Assist Faculty and Staff in maintaining files and copying as needed
- Other Duties as assigned

Requirements & Skills 10

Must have at least 2 years of administrative experience.
- Must possess excellent verbal and written communication skills.
- Must be knowledgeable in computers, (Word/Excel) and must have the ability to multitask.
- Must possess a high school diploma/G.E.D.

Frequently asked questions

What makes a good executive secretary?

Some qualities that make a good executive secretary include:

Organizational skills: An executive secretary must be highly organized, able to manage multiple tasks and projects simultaneously, and keep track of important deadlines and appointments.
Attention to detail: An executive secretary must have excellent attention to detail, ensuring that all documents and communications are accurate and error-free.
Communication skills: An executive secretary must be an effective communicator, able to interact with people at all levels of the organization, including executives, employees, and external stakeholders.
Confidentiality: An executive secretary must be able to maintain confidentiality and discretion when dealing with sensitive information.
Adaptability: An executive secretary must be able to adapt to changing circumstances and priorities, and be flexible in their approach to work.

What does the word executive secretary mean in a job title?

The word "executive secretary" in a job title typically refers to a high-level administrative assistant who provides support to one or more executives within an organization. The role may include managing schedules, arranging travel and accommodations, preparing reports and documents, and handling other administrative tasks as needed.

What are executive secretary skills?

The skills required for an executive secretary may include:

Proficiency in office software, such as Microsoft Office and Google Suite
Excellent time management and organizational skills
Strong written and verbal communication skills
Attention to detail and accuracy
Ability to prioritize tasks and manage multiple projects simultaneously
Discretion and ability to maintain confidentiality.

Olivia Powell
Recruiting expert

Last updated Sep 30

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Executive Secretary Job Description

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Frequently asked questions

What makes a good executive secretary?

What does the word executive secretary mean in a job title?

What are executive secretary skills?

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